University Enterprises, Inc. (UEI) at Sacramento State is seeking an Administrative Analyst for Education Insights Center (EdInsights). EdInsights is a self-supporting unit of California State University, Sacramento. Established in 2001 as the Institute for Higher Education Leadership & Policy and renamed in 2015, EdInsights is committed to research, evaluation, and capacity building related to practice and policy with the goal of continually improving student success (defined as student learning, engagement, progression, and completion). The work of the Center focuses on creating equitable opportunities and outcomes for California’s diverse student population as students navigate into and through our systems of higher education in California, with a focus on California community colleges and four-year public universities. The Center houses dedicated staff with diverse expertise across a spectrum of applied policy research and analysis, evaluation, capacity building, writing, and communications. The efforts are proudly partnered with experts, leaders, and practitioners from education, philanthropic organizations, and government. Through a collaborative approach, the work has resulted in: ongoing improvement and evaluation of community college professional development, improved implementation of community college pathways, research that pivotally informed the ongoing development of California’s statewide data system, improved quality of education programs and policies, enhanced decision-making focused on equitable student success, and increased cross-system connections that lead to more inclusive and collaborative policymaking and implementation. The Center’s efforts seek to understand and address the institutional and systemic barriers students experience in their educational trajectories, with a focus on students of color, students experiencing poverty, and students who are first in their families to attend college. EdInsights is committed to transforming our education systems and providing our diverse student population with what they need to thrive and succeed.
RATE OF PAY: $23.63 - $35.45 per month
BENEFITS: UEI offers an excellent benefits package that includes:
UEI contribution to a TIAA retirement plan after one year of service
Paid Vacation Time
Paid Sick Time
Paid Holidays – 14 paid holidays per year including paid time off the week between Christmas Day and New Year’s Day as the CSUS campus is closed
Excellent medical benefits – 100% employer-paid medical & dental for employee-only coverage and low cost for family coverage
Educational Assistance Program for employees and/or dependents
View a comprehensive list of all of the benefits at https://www.enterprises.csus.edu/wp content/uploads/UEI_Benefits-At-A-Glance-Brochure_Projects.pdf
FILING DEADLINE: This position closes to new applicants on June 10, 2024
APPLY ONLINE: To be considered, all applicants must apply through the UEI website at https://secure6.saashr.com/ta/6158859.careers?ShowJob=554102330. Applicants who apply outside of this link will not be considered.
CONDITIONS OF EMPLOYMENT: This position is a full-time, non-exempt (eligible for overtime pay), benefited position, with a defined contribution retirement plan through TIAA. (The position is not covered under the California Public Employees’ Retirement System.) Continued employment in this position is dependent upon funding and the mutual consent of University Enterprises and the employee, and either University Enterprises or the employee, can, at any time, terminate the employment relationship at will, with or without cause. Program continuation is contingent upon funding.
The selected candidate must furnish proof of eligibility to work in the United States. University Enterprises, Inc. is not a sponsoring agency (i.e. H-1B Visa).
It is strongly recommended that all University Enterprises, Inc. employees follow COVID-19 vaccine recommendations adopted by the U.S. Centers for Disease Control and Prevention (CDC) and the California Department of Public Health (CDPH) applicable to their age, medical condition, and other relevant indications.
MINIMUM QUALIFICATIONS
Bachelor’s Degree in business, project administration, accounting, , or related field, or equivalent combination of education and/or work experience.
Demonstrated experience in an administrative support position including current office methods, procedures, and practices.
Experience planning and executing a range of meetings and events on various platforms, with multiple participants, presenters, and vendors.
Strong analytical, mathematical, problem solving, and project management skills.
Demonstrated experience in bookkeeping procedures and practices and budget maintenance procedures and practices.
Ability to perform business mathematics and statistics, analyze budgetary data, and make accurate projections requiring inference.
Demonstrated experience with tools including project management (such as Trello), word processing (such as Microsoft Word or Google Docs), spreadsheets (such as Microsoft Excel or Google Sheets), file management (such as Box or Google Drive), web conferencing (such as Zoom or WebEx), and travel expense management (such as Expensify and Concur).
Ability to learn new office support technology systems, software, and processes independently and quickly. 9. Demonstrated ability to work effectively and cooperatively with students and staff with diverse cultural backgrounds.
Excellent oral and written communication skills, interpersonal skills, and skills to effectively function as part of a team. Demonstrated ability to clearly answer routine questions and/or refer callers/visitors to appropriate departments.
Excellent command of the English language including grammar, spelling, and punctuation. 12. Self-directed with the ability to plan, organize, coordinate, and perform work independently, function in a detail oriented capacity, adapt and respond effectively to change, and independently troubleshoot and resolve issues as needed.
Demonstrated ability to prioritize many different tasks, determine the relative importance of each task, complete projects accordingly, and work with deadlines and time pressure.
Experience in handling confidential materials.
Must pass a background check, which may include fingerprinting. Must continue to meet the established standards.
PREFERRED QUALIFICATIONS
Demonstrated experience in advanced spreadsheet use and visual presentation of budgetary and project management data and information.
Demonstrated knowledge of grants and contracts processes.
PHYSICAL REQUIREMENTS
With or without reasonable accommodation: Sit for extended periods; frequently stand and walk; manual dexterity and eye-hand coordination; corrected hearing and vision to normal range; verbal communication; use of office equipment including computers, telephones, calculators, copiers, printers, scanners, and fax machines.
WORKING CONDITIONS
Work is performed in an office environment; regular contact with staff, campus community, the public, and other agencies.
DUTIES AND RESPONSIBILITIES
The position is responsible for supporting the fiscal, administrative, and operational health of EdInsights. This includes services in the areas of meetings and event planning and project management. EdInsights and its projects are fast-moving and constantly shifting, consequently the position must independently manage the rapidly changing environment. This position will work closely with EdInsights staff and directors. The analyst reports directly to the Finance and Operations Manager. It receives work direction from the manager and other center leads. The position may provide work direction to student assistants and other administrative support staff. The position may also receive direction from the Executive Director and Associate Director.
The specific duties and responsibilities are as follows:
Carries out general office operations including EdInsights phones, mail, email, equipment, supplies, subscriptions, and facilities. Provides staff with technical support and assists with logging service tickets as needed. Initiates, tracks, and communicates with staff regarding center meetings, updates, and announcements.
Identifies and makes supply and equipment purchases within budgets and purchasing policies, researching options, pricing, and product reviews. Maintains accurate inventories and organization of these items. Identifies and researches vendors for office and project service needs.
Works under the direction of project directors (PD), Finance and Operations Manager, and sponsors on proposal development, and with the Office of Research, Innovation, and Economic Development (ORIED) on the campus proposal approval process. Includes preparing project budgets and proposal approval forms (PAFs) with PDs, ensuring all materials for both processes are complete and meet sponsor and university requirements and guidelines. Oversees processes through completion.
Coordinates with ORIED, sponsors, staff, and University Enterprises, Inc. (UEI) Sponsored Programs Administration (SPA) to ensure review and execution of contracts/grants and any subsequent amendments as new projects are funded and existing projects require changes. Under the project director, ensures compliance with grant/contract requirements, including program reporting, invoicing/payments, deliverables and deadlines, travel guidelines, budget management, data rights, and document retention. Gathers information on project and expense statuses to prepare progress and final reports to sponsor.
Works with staff to ensure efficient operation as to resources, timelines, and deliverables. Uses project management applications like Trello to track project work and ensure due dates and deliverables are met and recorded. Utilizes tracking spreadsheets and other tools for collaboration and communication. May assist with preparing/writing various written reports. Keeps records/files of these items.
Responsible for filing and maintaining all records and proper documentation of deliverables, expenses, personnel forms, etc. as required by UEI, EdInsights, and its projects as necessary, with a focus on the audit/retention requirements of the contracts and UEI. Performs data entry as needed.
Carries out the planning, scheduling, and execution of various meetings and events (in-person and virtual formats). Includes planning space needs (setup, A/V, and supplies), catering, and travel needs are met. May include contacting venues and other service providers to prepare and execute scopes of work and contracts as needed by projects and leads. Communicates independently with meeting/event participants and speakers, including communicating updates and announcements and handling inquiries. Helps project leads and/or presenters to create, and/or print meeting agendas, presentations, surveys, and other materials. Works onsite to ensure all logistics are executed as planned. Takes and distributes meeting notes as needed.
Acts as a liaison between project directors, UEI, and consultants/vendors to prepare and execute contracts and amendments between UEI and consultants. Reviews and processes consultant invoices (time and expenses) and tracks balances accurately.
Assists project directors with analyzing and evaluating grant/contract staffing needs, projecting future staffing needs, and assisting in the development of new positions. Takes part in the hiring and supervision of administrative support assistants and student staff. Serves on or assists hiring committees and may assist with the preparation and submission of Human Resources and payroll-related forms. Provides staff onboarding and offboarding as needed, including workstation and computer setup and collection, establishing and terminating email accounts, and access to various campus and online tools, and providing and collecting back business cards, credit cards, etc. Ensures compliance with employment policies and procedures.
Assists Finance and Operations Manager with preparing university faculty and staff release forms and UEI Faculty Agreements for additional employment on sponsored projects. Assists in processing related payments and resolving any personnel expense-related discrepancies.
Prepares travel requests, advances, and claims for all staff travel, and ensures staff follow travel policies and spending and guidelines. Makes travel arrangements for staff and others as needed. Collects receipts and proper supporting documentation to prepare reimbursement requests for travel and other project/EdInsights-related expenses.
Assists staff with obtaining UEI credit cards for work-related expenses, including travel. Ensures cardholding staff follow guidelines, understanding allowable and restricted purchases. Follows a monthly deadline to gather credit card statements, receipts/backup, and project info from staff. Assists with the preparation of payment instructions as needed.
Works with project directors, Finance and Operations Manager, and SPA on a variety of fiscal administration and monitoring activities for EdInsights and its projects as needed. Includes establishing, monitoring, and reallocating project budgets, ensuring activities and expenses follow budget parameters and grant/contract and UEI guidelines. Accurately logs and tracks project expenses and performs regular reconciliation of expenses to UEI and University accounts. Researches and corrects any errors with UEI and the University. Prepares financial reports internally and to funders and works with project directors to re-project and reallocate budgets to support changes in project activities and needs. Assists UEI with sponsor invoicing when necessary. Tracks and adheres to UEI and University fiscal year-end deadlines.
Performs other duties as assigned to ensure the success of EdInsights and its projects.
Note: This position vacancy is with University Enterprises Inc., an auxiliary organization of California State University, Sacramento. This is not a University position; the incumbent will be an employee of University Enterprises. University Enterprises operates commercial enterprises on the California State University, Sacramento campus; it is responsible for grant and contract management and fiscal services for University research and sponsored programs and provides fiscal services to University related agencies and activities. University Enterprises is a non-profit corporation governed by a board of directors in conformance with the appropriate State of California codes and policy directives of the Board of Trustees and the campus administration.
University Enterprises is an equal opportunity employer and is committed to an active nondiscrimination program. It is the stated policy of University Enterprises that all employees and applicants shall receive equal consideration and treatment. All recruitment, hiring, placement, and promotions will be on a basis of qualifications of the individual for the position being filled, regardless of race, color, religion, ancestry, national origin, age (over 40 years), sex, sexual orientation, marital status, medical condition (diagnosis or history of cancer)*, citizenship, veteran status, or physical or mental disability. Any persons who feel that they have been discriminated against in connection with an application for employment should contact University Enterprises' Director of Human Resources at (916) 278-7003. *As defined in Section 12926(F), Government Code 12990.
In compliance with the Jeanne Clery Disclosure of Campus Security Police and Campus Crime Statistics Act, California State University, Sacramento has made crime reporting statistics available on-line at www.csus.edu/police/cleryact.htm. Print copies are available in the CSUS library and by request from the CSUS Office of Public Safety and the Office of the Vice President for Student Affairs.
